Vacation

Vacation benefits are offered as part of UBC’s overall commitment to help staff and faculty achieve work-life balance.

The number of vacation days you can take depends on your UBC employee group and how many years you have worked at UBC.

What’s my annual vacation entitlement?

Your vacation entitlement depends on your UBC employee group and starts from your date of hire. The following is the amount you are eligible for as a full-time employee. If you are a part-time employee, your vacation is pro-rated based on the number of hours you work (for example, if you work 50% time, you are eligible for half the vacation entitlement).

Vacation entitlements are updated in Workday during the first week of October for the next year.

UBC Employee GroupAnnual Vacation Entitlement
Administrative Executive

Your vacation entitlement is negotiated individually within your contract.

The maximum vacation carry-over allowed for Administrative Executive staff is two weeks.

BCGEU Vancouver (Child Care)
  • Year 1: 1.66 days per calendar month
  • Year 2-4: 4 weeks
  • Year 5 +: 1 extra day per year, up to a total of 5 additional days
BCGEU Okanagan
  • Year 1: 20 days (pro-rated if less than a full year’s service)
  • Year 2-6: 20 days
  • Year 7-9: 26 days
  • Year 10-14: 28 days
  • Year 15 +: 30 days

The maximum vacation carry-over allowed for BCGEU staff is 10 days with your supervisor’s approval.

CUPE 116
  • Year 1: 1.25 days per full calendar month
  • Year 2-4: 3 weeks
  • Year 5-7: 4 weeks
  • Year 8-17: 5 weeks (in addition to this entitlement, on the 14th calendar year, 1 day is added for each additional year of service, up to a maximum of 5 additional days)
  • Year 18 +: 6 weeks

The maximum vacation carry-over allowed for CUPE 116 staff is ten days with the department’s approval.

CUPE 116 – UBC Aquatics Centre Permanent Staff
  • Year 1: 1.25 days per full calendar month or part month greater than one-half worked.
  • Year 2-5: 3 weeks
  • Year 6-8: 4 weeks
  • Year 9-13: 5 weeks
  • Year 14 +: 6 weeks

Permanent staff should take their annual vacation in the applicable vacation year.

CUPE 2278 – Language Instructors
  • Four weeks
CUPE 2278 – Teaching Assistants

4% vacation pay is included in your salary. If you are working a full Teaching Assistantship (12 hours per week over two terms), the 16 hours of vacation that is allotted will normally be scheduled between December 24 and January 1.

If you wish to take your vacation leave at another time, this must be approved by your supervisor.

If you are working less than a full Teaching Assistantship, your vacation time is pro-rated.

CUPE 2950
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for CUPE 2950 staff is two weeks.

Executive Administrative
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for Executive Administrative staff is two weeks.

Faculty and Academic ExecutiveYour vacation entitlements are arranged informally between you and your department head or director. There is a general understanding that faculty members receive one month of paid annual vacation leave each year. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.
Faculty – Librarians and Program Directors
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

The maximum vacation carry-over allowed for Librarians and Program Directors is two weeks and cannot be compounded year to year.

As per the Memorandum of Agreement between the Faculty Association and the University, if you have been employed as a Faculty Librarian or Program Director and achieve the following employment anniversary dates in the four-year period following November 24, 2020, you will be entitled to supplemental vacation as follows:

  • 13 years continuous employment, 1 week (5 days)
  • 18 years continuous employment, 2 weeks (10 days)
  • 23 years of continuous employment, 3 weeks (15 days)
  • 33 years of continuous employment, 4 weeks (20 days)

Employees who achieve the above employment anniversary dates between November 24, 2020 to November 24, 2024, will be entitled to the supplemental vacation benefit for that year, following which, any further supplemental vacation will be discontinued.

Employees entitled to supplemental vacation will remain entitled to use that supplemental entitlement over a period of five years from the employment anniversary date on which it is granted.

Faculty – Sessional Faculty MembersAs a sessional lecturer, you will be paid 4% of gross earnings in lieu of vacation. After five consecutive years of full-time service, your vacation pay will be increased to 6% of gross earnings.
Faculty – Research AssociateYour vacation entitlement is subject to negotiation with your supervisor or department head, but is a minimum of two (2) weeks per year with salary and benefits. After five (5) consecutive years of employment you are entitled to three (3) weeks of annual vacation.
Farm Workers
  • Year 1-5: 15 days (120 hours)
  • Year 6-8: 20 days (160 hours)
  • Year 9-14: 25 days (200 hours)
  • Year 15: 26 days (208 hours)
  • Year 16: 27 days (216 hours)
  • Year 17: 28 days (224 hours)
  • Year 18: 29 days (232 hours)
  • Year 19+: 30 days (240 hours)

The maximum vacation carry-over allowed for Farm Workers is two weeks.

IUOE 115
  • Year 1: You must complete one full year of employment to be eligible for vacation
  • Year 2-4: 3 weeks
  • Year 5-7: 4 weeks
  • Year 8-17: 5 weeks (in addition to this entitlement, after 14 years of service, 1 day is added for each additional year of service, up to 17 years of service)
  • Year 18 +: 6 weeks

The maximum vacation carry-over allowed for IUOE 115 staff is two weeks.

Management & Professional
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

The maximum vacation carry-over allowed for M&P staff is two weeks and cannot be compounded year to year.

During the calendar year of your 25th year of service, you will receive a one-time additional 5 days of paid time in recognition of your long service to the university. Part-time employees will have their entitlement pro-rated based on their percentage of employment. With the advance approval of your supervisor, you may carry this entitlement for up 1 year in addition to any other approved carry over. However, if you passed 25 years of service as of 2023, you may carry over this entitlement for up to 2 years. 

Non-Union Technicians and Research Assistants
  • Years 1-5: 15 days (112.5 hours)
  • Years 6-8: 20 days (150 hours)
  • Years 9-14: 25 days (187.5 hours)
  • Year 15: 26 days (195 hours)
  • Year 16: 27 days (202.5 hours)
  • Year 17: 28 days (210 hours)
  • Year 18: 29 days (217.5 hours)
  • Year 19 +: 30 days (225 hours)

The maximum vacation carry-over allowed for Non-Union Technicians and Research Assistants is two weeks.

Postdoctoral Fellows (Award Recipients)You are not entitled to vacation payment from the university; however, should you wish to request vacation time off, please make arrangements with your supervisor.
Postdoctoral Fellows (Employees)Two weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of your supervising faculty member. All vacations and leaves must be taken before the end of your appointment.
Service Unit Directors (SUD)
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

If you have been employed as SUD staff as of December 31, 1977, please contact your HR Advisor regarding your supplemental vacation allowance.

The maximum vacation carry-over allowed for SUD staff is two weeks and cannot be compounded year to year.

Note: Negotiated individual contracts may vary.

How is my vacation calculated if I am on an unpaid maternity and/or parental leave?

Applies to Staff only:

  • BCGEU Vancouver (Child Care) and IUOE 115: No vacation accrual during maternity and parental leave.
  • BCGEU Okanagan: Full vacation accrual in the first six months of maternity and parental leave.
  • CUPE 116: Full vacation accrual during maternity and parental leave.
  • CUPE 2950: Full vacation accrual for the first month of leave, and for the remaining maternity leave, vacation is pro-rated based only on the top-up portion of payments. There is no vacation accrual during parental leave.
  • Management & Professional: Vacation is pro-rated based on the top-up portion of payments during maternity and parental leave.
  • Other staff members: Vacation is pro-rated based on the top-up portion of payments during maternity leave only. There is no vacation accrual during parental leave.

How is my vacation calculated if I am on an unpaid adoption leave?

Applies to Staff only:

  • BCGEU Okanagan: Full vacation accrual in the first six months of adoption leave.
  • CUPE 116: Full vacation accrual during adoption leave.
  • Management & Professional: Vacation is pro-rated based on the top-up portion of payments during adoption leave.
  • Other staff members: No vacation accrual during adoption leave.

What if I haven’t used all my vacation?

You are expected to use your annual vacation days each year. If you have not used all your vacation days in a year, some employee groups allow you to carry over a certain number of vacation days into the following year. See the table above for more information or see your collective agreement or employee handbook.

How do I submit a vacation request?

You should arrange your vacation requests with the head of your individual department or unit. Vacation requests can be submitted directly through Workday and be routed to your manager for review and approval. Ask your department manager or director for details about your vacation benefits.

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

How is my vacation pay calculated?

Your UBC employee group and your length of employment determine how much vacation you are eligible for. Generally, the longer you have been employed at UBC, the more vacation time you are entitled to receive. For long-time employees, you may qualify for additional vacation days up to a specified maximum.

Vacation pay is calculated in weeks and/or days over a standard calendar year (January 1 to December 31). When you are hired and when you officially resign or retire as a UBC employee will impact how your vacation pay is calculated.

Do I get time off over the Winter holidays?

Some employees are eligible for paid leave over the Winter holidays. You are eligible for paid leave during the period between Christmas/Boxing Day and New Year's Day if you are a member of one of the following employee groups:

  • Administrative Executive
  • BCGEU Okanagan
  • CUPE 116
  • CUPE 2950
  • Executive Administrative
  • IUOE 115
  • Management & Professional

See Winter leaves for more information.

Disclaimer

The benefits information on this website is provided as a descriptive summary only. While the University has endeavored to accurately reflect its benefit programs, policies and plans, the information on this website does not create any contractual or other rights between the University and its faculty and staff members. To the extent that there are any conflicts or discrepancies between the benefits information on this website and the benefit plan documents (including group insurance contracts and benefit booklets) or any applicable collective agreement, employment agreement, or UBC policy, the benefit plan documents and collective agreement, employment agreement, or UBC policy will govern in all cases.

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